PERSONAL DATA POLICY

This personal data policy contains a description of how Coly Technologies AB (“Coly“, “we” or “us“) processes your personal data and the rights you have under the GDPR. 

Your privacy is important to us and we therefore want you to read on to find out more about how we process personal data. If you have any questions about our personal data processing, you can contact us. You will find our contact information further down in this personal data policy. 

A personal information is all kinds of information that can be linked to you as a person, e.g. name, address, telephone number and e-mail addresses. 

Processing of personal data 

Our personal data processing can be described on the basis of the following type situations: 

  • Website visits
  • Coly Community
  • Roomie matching
  • Administration of your rental application
  • Administration of your tenancy
  • Marketing

You can read more about the different type situations a little further down in the personal data policy. In some cases, we may also provide you with additional information about certain personal data processing. Such information then applies in addition to this personal data policy. 

Personal data manager 

In accordance with the EU Data Protection Regulation, GDPR, Coly is responsible for the personal data we process in accordance with this personal data policy. 

Our processing of your personal data 

1. Website Visits

We process personal information about you when you visit our website. If you have approved it, the personal data is collected through so-called cookies. Cookies are used to facilitate the use of our website and to improve our website. More information about how and why we use cookies can be found in our cookie policy further down on this page. 

2. Coly Community

We process personal information about you in connection with you creating a profile in Coly Community. We process personal data, e.g. to be able to administer your profile and your expressions of interest. 

Below are the categories of personal data that we process when you create a profile, for what purposes we process the personal data and on what legal basis. 

How we get the personal data 

In addition to the personal information we have received from you, we also collect personal information from your profile in social media that you give us access to.  

 

Recipient of the personal data 

Personal information is shared with Coly’s IT providers. Your personal information is also shared with authorities if required by law. 

Storage period 

The personal information is stored as long as you are registered in Coly Community and in back-ups for a subsequent period of no more than 30 days after deregistration. 

 

Treatment outside the EU / EEA 

Personal data is processed within the EU and the EEA. 

 

1. Roomie-matching

If you have approved it, we process personal data about you in connection with a Roomie match. We process personal data, e.g. to be able to match you with people you are suitable to live with. 

2. Administration of the rental application

We process personal data about you in connection with the application for a shared apartment. We may also process information about your guarantor, reference person and the like and, if you have one, your good husband or trustee. We process personal data, e.g. to be able to take a position on your application to become a tenant with us. 

We will supplement the application with information from other sources, e.g. credit information institute, if it is necessary to decide whether we can offer a shared apartment or not. Furthermore, we may contact you, your references and, if you have one, your good husband, trustee or similar if we need to complete the application or have questions. 

If you provide information about a reference person, good man or similar, we want you to inform him or her about the processing of his or her personal data in accordance with this personal data policy. 

Below are the categories of personal data that we process in connection with an application for a shared apartment, for what purposes we process the personal data and on what legal basis. 

How we get the personal data 

In addition to the personal information we have received from you as an applicant or guarantor, we also collect personal information from credit information institutions, debt collection companies, the Swedish Enforcement Agency and reference persons. If you are a good husband or trustee, we also collect personal information from the chief guardian, the board of supervisors and mail and domestic papers. 

 

Recipient of the personal data 

The personal information is shared with Cloys IT suppliers, credit information institutes, debt collection companies and the Swedish Enforcement Agency. If you are a good husband or trustee, we also share your personal information with the guardian, the Board of Supervisors and mail and domestic papers. Personal data is also shared with authorities other than those mentioned here if required by law. 

 

Storage period 

If the application for a shared apartment is rejected, we will save the personal data for three months from the decision. However, information regarding guarantee commitments is stored for two years after the commitment has expired. Personal data that is processed to protect us against or make claims is saved up to and including until prescription occurs, i.e.. typically ten years from the time the claim arose. How long we save your personal data if your application is granted is stated in section E below. 

 

Treatment outside the EU / EEA 

Personal data is processed within the EU and the EEA. 

 3.  Administration of the tenancy

In the event that you enter into a rental agreement and become a tenant with us, we will process the personal data we already have about you, e.g. such as were collected at your application, as well as personal information that we receive during the time you are a tenant with us. We process this personal data in order to e.g. handle payments, to be able to contact you and also in other respects to administer the sharing apartment. 

Below is the personal data that we will process when we administer the tenancy, for what purposes we process the personal data and with what legal basis. 

 

Sources of personal data 

In addition to the sources listed in sections B-D above, we also perform reconciliations against public records to ensure that your personal information is correct. 

 

Recipient of the personal data 

The personal information is shared with companies that own, manage and maintain the shared apartment, internet provider, electricity provider, insurance provider, debt collection company for the collection of unpaid rents and providers of public registers to check your personal information and any other suppliers directly connected to your rental contract with Coly. Your personal information is also shared with authorities if required by law. 

 

Storage period 

The personal data used to administer the tenancy is processed during the time you are a tenant with us and is subsequently stored as long as you continue to be a member of the Coly Community. Accounting information is stored for seven years from the calendar year in which the financial year ended. Personal data that is processed to protect us against or make claims is saved up to and including until prescription occurs, i.e.. typically ten years from the time the claim arose. 

 

Treatment outside the EU / EEA 

Personal data is processed within the EU and the EEA. 

 4. Marketing

We will process personal data about you in order to inform about services that we provide and also so that other companies can inform about products that you can benefit from during the rental relationship. Your personal data is processed i.e. for you to receive relevant and customized information. 

Below is the personal data that we will process in marketing, for what purposes we process the personal data and with what legal basis. 

How we get the personal data 

See sections B-E above. 

 

Recipient of the personal data 

The personal information is shared with Coly’s IT suppliers to be able to provide the services, companies that handle marketing mailings and companies that market products / services that the tenant can benefit from in connection with the tenancy. For example. broadband companies, insurance companies and electricity companies. 

 

Storage period 

If you are registered in the Coly Community but are not a tenant with us, the personal information will be stored for as long as you are registered and in back-ups for a subsequent period of no more than 30 days after deregistration. If you are a tenant with us, the personal data is processed during the time you are a tenant and a subsequent period of at most as long as you continue to be a member of Coly Community. If the processing is based on your consent or if you oppose the processing for marketing purposes, your personal data will no longer be used for such purposes. 

 

Treatment outside the EU / EEA 

Personal data is processed within the EU / EEA. 

 

Security 

We take appropriate security measures to protect your personal information from unauthorized access, use, modification and dissemination. For example. the treatment takes place in premises with good physical security and in IT systems that have good IT security. 

When legal entities other than us process personal data on our behalf, we ensure that these are bound by personal data assistant agreements and we set requirements for security and confidentiality in accordance with applicable law. 

 

Your rights 

As a registrant, you have rights regarding how the processing of your personal data may be carried out. Your rights include the following. 

  • The right to be informed. You can request information at any time about the personal data that we, as the person responsible for personal data, process about you. 
  • Right to request access. You can request a copy of your personal data that we process. 
  • Right to request correction. You can request that we correct incorrect or incomplete information about you. 
  • Right to request deletion. You can request deletion of your personal data. The right applies in the following situations: 
  • The personal data are no longer necessary for the purposes for which they were collected or otherwise processed. 
  • You revoke your consent on which the processing is based and we have no other legal basis for the processing. 
  • You object to the treatment and there are no justifiable reasons for the treatment that weigh more heavily. 
  • Personal data is processed illegally. 
  • Personal data must be deleted in order to fulfil a legal obligation. 

In some cases, we may be prevented from immediately deleting some of your personal data due to legal requirements or to establish, assert or defend legal claims. 

  • Right to request limitation of treatment. You can request that the processing of certain personal data may only be processed for certain specific purposes. The right applies in the following situations: 
  • You dispute the accuracy of the personal data and for a period of time that gives us the opportunity to check whether the personal data is correct. 
  • The processing is illegal and you object to the personal data being deleted. 
  • We no longer need the personal data for the purposes of processing, but you need them to be able to establish, assert or defend legal claims. 
  • Pending a check on whether our legitimate reasons for processing personal data outweigh your legitimate reasons in connection with you objecting to the processing. 
  • The right to object to the treatment. You can object to us processing any of your personal data. If you object to a processing, we may no longer process the personal data that is the subject of the objection, unless we can demonstrate compelling legitimate reasons for the processing that outweigh the data subject’s interests, rights and freedoms or if it takes place for the determination, exercise or defence of legal claims. 
  • The right to object to direct marketing. You can object to direct marketing. 
  • Right to data portability. In some cases, you may request access to and use of your personal information elsewhere. The right applies if we process the personal data that you have provided yourself and with the support of your consent or to fulfil an agreement with you and the processing takes place automatically. 
  • The right to withdraw your consent. See below. 
  • The right to lodge complaints with supervisory authorities. See below. 

 

You can request to exercise any of your rights at any time by contacting us at privacy@coly.io. 

Withdrawal of consent 

If you have given your consent to certain treatment, you have the right to withdraw the consent at any time. A revocation does not affect the legality of the processing carried out before the consent was revoked. In the event of a revocation, we no longer have the right to continue the processing in question, if there is no other legal basis for the processing. 

You revoke your consent by contacting us at privacy@coly.io. 

 

Right to lodge a complaint 

If you believe that we process your personal data in a way that is contrary to the GDPR or current data protection legislation, you can submit a complaint to the Data Inspectorate. 

 

Contact information 

E-mail: privacy@coly.io 

Coly Technologies AB (559289-0890) 

Tegelbacken 4A 

111 52 Stockholm 

 

This Personal Data Policy is updated from time to time. 

The personal data policy was updated no later than 2021-08-16. 

 

COOKIEPOLICY 

At Coly Technologies AB (“we“) we use cookies on our website. This cookie policy explains what cookies are and how they are used. For further information on how we process personal data and your rights as registered, please see our personal data policy [link the word “personal data policy” to the personal data policy]. 

When you visit our website, you will via a cookie banner be given the opportunity to consent to our use of cookies in accordance with this policy. 

About cookies 

A cookie is a small text file, which may contain a unique identifier that is stored on your computer or mobile device when you visit a website. Cookies can generally be categorized based on duration and whether the cookie is created by the domain you are visiting or by another domain. 

Session cookies are deleted when you close your browser. Cookies that are not deleted automatically when you close your browser are called permanent cookies. First-party cookies are created directly by the website you visit and can only be read by the website you visit. Third-party cookies are created by a different domain than the one you are visiting, which usually happens when the website uses external services. 

 

Which cookies we use and why 

We divide cookies into three different categories:   

1. User preference cookies (saves visitors’ settings) 

2. Functional cookies (make our website functional) 

3. Analytics cookies (collects analytics data about visitors) 

Some cookies may be available to third parties and used below. 

  1. User preference cookies
  2. Function cookies
  3. Analysis cookies

* Used to collect statistical data, such as how much time you spend on our website, how often you visit the website and the web pages you visit. 

 

Third Party Cookies 

When you visit our website, third-party cookies are created by Hubspot, which provides a tool for us to improve the user experience and further develop our services. More information on how Hubspot uses cookies can be found on their website [https://legal.hubspot.com/cookie-policy]. 

 

How can you handle cookies? 

Most browsers accept cookies as the default setting. In many browsers, however, cookie management can be customized, either for a specific website or all websites. 

Deletion of cookies on your device 

You have the option to delete cookies that are already stored on your device. Instructions for this can usually be found in the documentation for your browser. Please note that deleting cookies may result in the loss of certain stored information, such as login information and personal settings. 

One way to revoke your consent is to delete cookies in the manner explained above and the next time you visit the website again, you can choose not to consent to the use of cookies. 

Block cookies 

Most browsers accept cookies as the default setting. In most browsers, you have the option to disable the use of cookies for a specific website or all websites. Further information on how to manage settings in your browser can normally be found in the documentation for your browser. 

 

Changes to this cookie policy 

We may update this cookie policy. Please keep up to date on this policy to ensure that you are aware of the latest version. 

This cookie policy was last updated on 2021-06-22. 

 

Contact information 

E-mail: privacy@coly.io 

Coly Technologies AB (559289-0890) 

Tegelbacken 4A 

111 52 Stockholm